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Square Payroll Integration

Overview

Square payroll integration allows you to seamlessly send your employees' clock-in and -out times to Square for faster payroll processing. 

Feature limitations:

  • OnTheClock does not send over paid time off (PTO) to Square.
  • Job and costing information is not sent to Square. 
  • We do not overwrite a shift; an existing shift in Square has to be edited inside the Square platform. 
  • You cannot send future shifts to Square from OnTheClock.

If you have a Square Team Plus subscription, there is a cost of $35 per location. OnTheClock creates locations based on employee time zones to send over hours. You may incur an increase in your Square billing.

Setup

Connecting OnTheClock to Square

  1. Step 1: Log in as the administrator.
  2. Step 2: Navigate to “settings ”, then select “time clock settings.”
  3. Step 3: Go to the “Integration's” tab.
  4. Step 4: Click Connect Square and accept permissions.

Importing Employees from Square

You can utilize the import feature if you are bringing employees from Square into your OnTheClock account. Syncing will create a new profile in OnTheClock for those employees; if you do not want to bring employees over, select "Do not Sync," and OnTheClock will not create an employee profile. 

  1. Step 1: Click “My Team.”
  2. Step 2: Click “Add new team members” and select “Square Import.”
  3. Step 3: Under how to handle in OnTheClock, select either “Create New” or link to an existing OnTheClock profile.
  4. Step 4: Click Sync Employees.

Confirm Employees Synced between Square and OnTheClock

We recommend reviewing those employees after each new sync you create to ensure the accuracy of sending time cards for all employees. 

  1. Step 1: Log in to your admin profile in OnTheClock. Click the “My Team” tab and select “Team Directory.”
  2. Step 2: Click “Add new team members” and select “Square Export” or “Square Import.”
  3. Step 3: Review the list of employees synced between the platforms under the Synced Employee section.

Exporting Employees from OnTheClock to Square

You can utilize the employee export if you add OnTheClock employees to your Square account. OnTheClock will send the employee information, and Square will create a new employee record in your Square payroll account. 

  1. Step 1: Click “My Team.”
  2. Step 2: Click “Add new team members” and select “Square Export.”
  3. Step 3: Under how to handle in Square, select either “Create New” or link to an existing Square team member.
  4. Step 4: Click Sync Employees.

Congratulations! You have successfully synced your employees! Now, you are ready to send hours to Square Payroll.

What to Expect

Once you review your employees' time cards for the pay period you are ready to process, you can send your time data directly to Square. Square logs hours as shifts. OnTheClock will create shifts based on your employees' time zones, and any override hours will be created as an override hours location. 

Sending Time Cards to Square

  1. Step 1: Log in as the administrator.
  2. Step 2: Navigate to “Time Cards .”
  3. Step 3: Review your employees' time cards for the pay period you wish to send.
  4. Step 4: Click Send to Square.

Reviewing Time Cards in Square

  1. Step 1: Log in to your “Square account.”
  2. Step 2: Click “Staff & Payroll” and select Shifts.
  3. Step 3: Select “Labor & Tips.”
  4. Step 4: Filter your locations to include “OnTheClock [employee time zone].” The labels are created based on your employees' time zones. If you send over override hours, check OnTheClock overrides in locations.
  5. Step 5: Review your hours and run payroll.

Note: Square calculates overtime based on the rule you set in your Square account.

What employee information will be synced from Square to OnTheClock?
When syncing employees to OnTheClock, it will import the employees' first and last names as well as their email addresses on file in Square.
How do I update timecard that I already sent over to Square?
You need to access your Square account and make adjustments to the timecards to ensure accurate timekeeping.
What timecard values are sent to Square?
The employee’s regular time and overtime will be sent to Square as one total amount of hours worked. Overtime must be calculated within Square
What happens to employee who are not synced?
These employees will not have a profile created between the two platforms. Therefore, no payroll information will be sent from OnTheClock to Square for this employee. An example of an employee that you may wish to not sync could be 1099, or salaried.
Can I sync employees I chose to not sync later on?
Yes — If you need to sync an employee later on you can always return to the import employee and select how you would like to handle the profile in OnTheClock by selecting "create new." This action can be performed at any time.
I am receiving a message that says, 'Some shifts failed to send to the specified location(s) because we could not find an applicable break type at that location.' How do I fix this?
OnTheClock records time for both unpaid and paid breaks. The send has failed because your Square location may have different break types applied. Please go to your Square location, check the break types, and adjust them to match the breaks logged in your OnTheClock account.